Background screening requirements now apply to all physicians
By Mary Thomas, Esq.
While many Florida-licensed physicians have previously submitted to the state’s background screening requirements when applying for initial licensure, physicians licensed prior to January 2013 were exempt from this process. Effective July 1, 2025, HB 975 (2024) removes this exception and requires all physicians to complete electronic fingerprinting prior to their next license renewal.
Start early
Due to the increased volume of healthcare professionals now required to undergo background screening, there have been significant delays in processing licensure applications and renewals. The background screening process takes time due to multiple required steps and processing. If your license is set to renew in January, the Department of Health recommends initiating the process now. The Department will notify physicians 90 days prior to their license expiration date. Take this opportunity to check your practitioner profile to ensure all contact information is correct and up to date prior to the 90-day window. The renewal application cannot be approved until the background screening requirement, along with all other licensure criteria, has been met.
• This step-by-step guide explains how to initiate and track your background screening.
• Watch a video tutorial here.
Physicians who previously completed the Level II background screening process will not need to resubmit fingerprints.
Retention of fingerprints
Once the fingerprints are submitted, a new set will not have to be submitted upon future renewals – the information is stored in Florida’s Care Provider Background Screening Clearinghouse. However, the licensee must retain the stored fingerprints every five years.
The Department will notify physicians by mail and e-mail approximately 60 days in advance of the retention deadline. If the fingerprints are not retained, the information will be deleted automatically and a new set of fingerprints will have to be submitted. Unfortunately, there is no way to extend the retention window. Once the information has been deleted, failure to submit new fingerprints within 30 days of notification will result in disciplinary action.
To see if it is time to retain your fingerprints, you may access the Clearinghouse Applicant Initiated (CHAI) Website at any time.
Employer considerations
If you are an employer of other healthcare providers, it is important to ensure that your staff is also in compliance with the new requirements. Physicians, physician assistants, midwives, dieticians, occupational and physical therapists, psychologists, and several other licensed professionals who were previously exempt are likely now required to submit fingerprints as part of the background screening process. Failure to comply could result in employees being unable to renew their licenses and, consequently, an interruption in patient care. Download this flyer to print and hang in your office to remind licensed healthcare staff of the background screening requirements.
We understand these new requirements create additional administrative burdens, costs, and inconvenience. Please know that resources are available through the Department of Health and that the FMA is here to help guide you through the process.
Mary Thomas, Esq., is executive director of the Council of Florida Medical School Deans. Previously, she served for over a decade as the FMA’s assistant general counsel. Ms. Thomas continues to represent the FMA in matters before the state's regulatory boards.